The 'Why': Our Guiding Principles
A well-designed kickoff is more than an administrative formality; it's the foundation for project success. It's about launching with energy, fostering collaboration, ensuring alignment, mitigating risks, and promoting shared ownership from day one.
🚀 Effective Launch & Momentum
To start with energy and a clear sense of direction, building momentum that carries through the project lifecycle.
🤝 Collaboration & Relationships
To build the trust and rapport essential for synergy in multi-partner EU projects.
✅ Alignment & Shared Understanding
To clarify the project's vision, objectives, roles, and responsibilities, preventing future misunderstandings.
🛡️ Proactive Risk Mitigation
To surface potential challenges and interdependencies early, allowing for proactive problem-solving.
🔑 Ownership & Co-creation
To empower partners to actively shape plans, increasing commitment and accountability.
The 'What & How': A Three-Phase Journey
A kickoff is not a single event, but a structured process. We implemented a three-phase approach to distribute the work, allowing for deeper engagement and more meaningful outcomes.
Phase 1: Onboarding and Preparations
Setting the Foundations (March-April)
This critical phase focuses on front-loading effort to maximize the value of in-person time. It involves core team setup, partner onboarding, and identifying key priorities through a series of structured online meetings.
Phase 2: The Deep Dive Meeting
The In-Person Catalyst (May)
The physical meeting serves as a high-intensity catalyst for relationship building, deep-dive discussions on critical interdependencies, and collective problem-solving, focusing on interaction over presentation.
Phase 3: Rounding the corners and Full Launch
Sustaining Momentum and Finalized Plans (May-June)
Acknowledging that not everything can be finalized in-person, this phase uses a 4-week online follow-up to ensure continuous work, finalize plans, and maintain the collaborative energy.
Phase 1: Onboarding and Preparation
The goal is to build a solid foundation by onboarding all key players and gathering initial information. This involves a significant time investment before in-person Kickoff Meeting.
6 to 8
Weeks of Prep Work
Phase 2: The Deep Dive Meeting
With preparations complete, the in-person meeting prioritizes human connection and interactive problem-solving over passive information delivery.
75%+
Time dedicated to Interactive Sessions
Phase 3: Rounding the corners and Full Launch
This phase ensures the energy and agreements from the meeting are translated into concrete, finalized plans, and sustained momentum.
4
Week Online Follow-up
- 1 Online Follow-ups
- 2 Steering Group Approval
- 3 Consortium Town Hall
Our Pragmatic Principles: Key Learnings
Core principles for launching complex projects effectively.
Early Engagement is Non-Negotiable
Start planning during the proposal/gap phase to improve preparation and alignment.
Prominent Coordinator Role
The Project Coordinator must actively lead the process to instill confidence and provide clear direction.
Empower WP Leaders and other key roles
Fostering ownership in Work Package Leaders from the very beginning is paramount to project success.
Critical Tools & Infrastructure
Provide standardized templates and a clear, central repository from day one.
Value the 'Soft' Aspects
Logistics, social activities, and interactive elements are vital for building relationships and energy.
The 'Concierge' Facilitator
Our role is to enable and support, making the coordinator and the project partners shine.
